Position Summary

The Executive Assistant to COO is responsible for administrative and thorough day-to-day support for the Executive team, in addition to serving as a liaison between the Leadership and Executive teams. This role is responsible for maintaining confidentiality of all matters related to the Executive office and assigned duties, while working to encourage and support the Executive team, and its success.

Essential Duties & Responsibilities

ADMINISTRATIVE SUPPORT

• Prepare a variety of complex reports, including attending meetings to gather information, conducting internet and other research, and writing first drafts.
• Demonstrate outstanding interpersonal skills, with a preference for collaboration and proven success in working with high- profile individuals and Executive assistant teams.
• Track the Executive team's tasks and projects to ensure appropriate prioritization with respect to deadlines and organizational developments.
• Prepare a variety of documents, requisitions, purchase orders, resolutions, and other correspondence. Evaluate these documents to ensure compliance with the company's vision and mission.
• Prepare, facilitate, and manage the tracking status of financial, administrative, and budgeting reports; assemble reports for Board and Executive review.
• Create and maintain a system for organizing and storing both electronic and hard-copy information and records, implementing record retention policies and procedures.
• Attend and assist with Open Session and Board meeting execution, as needed.
• Follow up on sensitive customer complaints, inquiries, while serving as an ambassador for the organization.
• Make all travel arrangements for the Executive team and assist with Board of Trustees affairs for business meetings, as needed.
• Coordinate, perform, and facilitate special projects and other duties assigned.
• Verify, consolidate records, and execute specific documents on behalf of Executive members.
• Provide skilled, highly responsible support to the Executive and Leadership teams, assisting in the completion of their professional duties and responsibilities.

COMMUNICATION

• Maintain appointment schedules and calendars for Executive members, managing and logging incoming scheduling requests, and proactively communicate changes to prevent scheduling conflicts.
• Coordinate and organize meetings, including notification to prospective attendees, setup, pre- and post-meeting correspondence, meeting minutes and records, and any required follow-up.
• Receive and screen communications to Executive members, including telephone calls, mail, and email messages, and provide assistance using independent judgment to determine those requiring priority attention.
• Prepare executive responses to routine memos, letters, or correspondence, exercising independent judgment and tact on behalf of Executive members.
• Provide information, organize meetings, and serve as the liaison for Executive office communication with other city departments, community organizations, committees, and the public.
• Follow up on assignments given to management staff and provide status reports to Executive members.

GENERAL RESPONSIBILITIES

• Maintain regular attendance; manage leave schedule as to not interfere with the ability to accomplish tasks, including special projects and assignments with deadlines.
• Adhere to NBU safety guidelines and practices at all times and in all situations.
• Maintain a clean and safe work area, office, field site, and vehicle, as applicable.
• Develop & maintain effective customer service skills for communications with co-workers, customers, and the public in general.
• Maintain strict confidentiality of business, employee, and customer information in written and oral communications and safeguard sensitive documents.
• Adhere to NBU policies and procedures.
• Exemplify NBU Core Values.

SKILL AND PROFICIENCY REQUIREMENTS

• Skilled in using software tools such as Microsoft Word, Excel, Outlook, and PowerPoint. Capable of performing data filtering and sorting, as well as other functions. SmartSheet program efficiency is preferred.
• Ability to exemplify and demonstrate forward thinking approaches and strategizing for respective Executives.
• Maintain professional knowledge by attending seminars and workshops, reviewing publications, and participating in industry-related societies.
• Experience in facilitating community outreach programs and engagement initiatives to strengthen the relationship between the municipality and its residents.
• Ability to manage multiple projects simultaneously, using project management tools to keep track of progress and deliverables.
• Skills in communication and customer focus, especially in handling sensitive community issues that may arise, providing support to Executive members in these situations.

Formal Education and Work Experience Requirements

Degree/Diploma Obtained: High School Diploma/GED

Work Experience Time Frame: Five Years or More

Certification and Licensures Requirements

Some college or advanced education preferred

Other Minimum Qualifications

Behavioral Competencies

• Organizational skills. Consistently manage workloads effectively, use resources efficiently, and orchestrate multiple activities at once to accomplish a goal. Ensure that all follow up responsibilities are completed timely and with minimal supervision. Anticipate, improvise, and adapt for optimal resolutions.
• Communication skills. Ability to write clearly and succinctly. Communicate effectively with senior executives to express thoughts and ideas clearly.
• Process Oriented. Good at resolving the processes necessary to get things done, knows how to organize people and activities, understands how to separate and combine tasks into efficient work flows, understands business needs and trends and can see opportunities for synergy and integration.
• Attention to Detail. Double-checks the accuracy of information and work product to provide accurate and consistent work. Provides information on a timely basis and in a usable form to others who need to act on it. Carefully monitors the details and quality of all related work. Completes all work according to procedures and standards.